17-APPROVAL TRAVEL POLICY FOR CITY COUNCIL MEMBERSCITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date:
Originating Department:
Presented By:
Agenda Item No.:
8-17-2011
Council Date:
City Manager
Gene Anderson
17.
9-12-11
RECOMMENDED MOTION:
Motion to approve the travel policy for City Council members.
POLICY ISSUE(S):
Fiscal Management
The City Council requested that a travel policy be developed for City Council members. A survey of
other cities and local school districts revealed that some do not have a written travel policy, some follow
the same policy as city staff, and some do have a written policy just for Council members. The written
policies vary from half a page in length to eight pages in length. I have opted to bring forth a policy
similar to the city staff policy and is only one and a half pages long. It covers the most commonly
occurring expenses without going into excruciating detail.
BOARD/COMMISSION RECOMMENDATION:
None
EXHIBITS:
Travel Policy
ACTION:
BUDGET INFO:
❑ Financial Report ❑ Minute Order
Expense
$NA
❑ Department Report ❑ Resolution
Budgeted Amt.
$NA
❑ Presentation ❑ Ordinance
y'I'D Actual
$NA
❑ Public Hearing ❑ Other
Acct. Name
NA
Acct. Number
NA
FISCAL NOTES:
None
REVIEWED AND APPROVED BY:
❑ Administration ❑ City Clerk ❑ Communiry Development ❑ EMS/IT ❑ Finance ❑ Fire
❑ Municipal Court ❑ Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities
City of Paris Revised 2/04/08
87
DRAFT
S:attorney/reswork/currenUtravel policy 9-12-11
RESOLUTION N0.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS,
ADOPTING A NEW SECTION 14.21 TO THE PERSONNEL POLICIES AND
PROCEDURES MANUAL FOR THE CITY OF PARIS, TEXAS, CITY COUNCIL
BUSINESS AND TRAVEL EXPENSES; ESTABLISHING POLICIES FOR COSTS
AND REIMBURSEMENT OF TRAVEL EXPENSES FOR CITY COUNCIL
MEMBERS; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO
THE SUBJECT; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City Council requested that a travel policy be developed for City
Council members traveling on official City business. The attached policy, Exhibit "A" is
similar to the City staff policy and covers the most commonly occurring expenses.
WHEREAS, the City of Paris Personnel Policies and Procedures Manual should be
amended to add a new Section 14.21 entitled "City Council Business and Travel Expenses;"
and,
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PARIS, TEXAS, THAT:
Section 1. The findings set out in the preamble to this resolution are hereby in all
things approved.
Section 2. That the City of Paris Personnel Policies and Procedures Manual shall
be and is hereby amended to add a new Section 14.21 to said Manual, entitled "City Council
Business and Travel Expenses", to establish policies for the payment and reimbursement of
City Council Members expenses while on City business, as said Policy is attached hereto
and for all purposes incorporated herein.
Section 3. That this resolution shall be effective from and after its date of passage.
PASSED AND APPROVED this 12th day of September, 2011.
A.J. Hashmi, M.D., Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
W. Kent McIlyar, City Attorney
SECTION 14 21- Citv Council Business and Travel Expenses
City Council members who travel are expected to exercise good judgment when incurring
business and travel costs. All travel must be related to official City business. All costs for
business and travel must be reasonable. The City Council will make the final determination as to
what constitutes "reasonable" business and travel expenses. City Council members who engage
in City business and travel on City business are entitled to reimbursement for the following
expenses:
1. Event expenses:
a. City Council members who attend social, celebratory, or charitable events
occurring in Lamar County shall be eligible for reimbursement of their expenses by
the City only if attendance at the event was approved in advance by the City Council
in accordance with Resolution No. 2004-081.
b. Reimbursement for attendance at the events enumerated herein shall be limited
exclusively to the actual out of pocket expenses incurred by the Council member.
Costs incurred on behalf of spouses or guests shall not be eligible for reimbursement.
Attendance at such events occurring in Lamar County and not approved in advance by
the City Council shall not be eligible for reimbursement.
2. Use of Personal vehicle:
a. The use of a personal vehicle by a Council member while on official City business
may be reimbursed at the current mileage rate established by the U.S. Internal
Revenue Service (IRS) when traveling outside Lamar County, Texas.
3. Car Rentals:
a. Requests for car rentals must be approved in advance by the City Council. Except
in extraordinary circumstances, car rentals will not be permitted if alternate
transportation is available (hotel shuttles or cabs).
b. When using rented vehicles, the most economical vehicle available should be
obtained.
c. The Council member must have a valid driver's license.
4. Airfare reimbursement: Actual out of pocket expenses up to the coach fare amount.
5. Food and incidental expenses: Reimbursable on a per diem basis following the current
IRS schedule for such costs for the respective travel location if receipts are not kept.
6. Registration Fees: Reimbursement of documented actual out-of-pocket expenses.
ti
EXHIBI~f't ~
8 9
7. Lodging:
a. Actual documented out-of-pocket expenses shall be reimbursed for lodging in an
event-designated hotel.
b. For lodging other than in an event-designated hotel, reimbursement shall be for
the lesser of the documented actual out-of-pocket expense, or an amount based on the
current IRS schedule for lodging for the respective travel location.
8. Advances:
Where costs can be determined in advance of travel, the Council member may request an
advance of the designated costs, provided such request is received by the Finance office at
least ten (10) working days prior to the travel. Otherwise, all costs will be reimbursed to
the Council member following the event. Any advances must be reconciled within 10
business days of the event completion. If money is owed to the City, it must be repaid
within this same 10 day period.
9. The City provides standardized request forms for both reimbursement and advance of
business and travel expenses. These forms must be signed by the requesting Council
member. If actual expenses are being reimbursed, receipts must be provided for all items.
10. Non-reimbursable expenses include, but are not limited to, hotel movies, alcoholic
beverages, and laundry services.
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